Administrative And Finance Assistant

Administrative and Finance Assistant  Objectives  To assure the administrative, human resources and financial management of the organisation, under the direct responsibility of the Administrative and Finance Coordinator Main work interfaces    Internal interfaces  Administrative and Finance Coordinator  Association Coordinator  Strategic Advisor  Programs Coordinator  Field Officers  Board Members  Project Coordinators  Accountant  Etc.  External interfaces  Partner organizations  Other non-governmental organizations, INGO  Mada s Plat-form actors  External Audit  Banks  Suppliers  Local authorities  Beneficiaries  Etc.  Mission 1: Support the Establishment of the Administrative Organization Info  Be responsible for the presentation, circulation, filing and archiving of administrative, accounts and financial documents.  Supports the management of the contracts related to the project (for the work premises for example)  Interpret Association rules and instructions and implement actions accordingly Mission 2: SUPPORT THE ADMINISTRATIVE MANAGEMENT OF THE HUMAN RESOURCES  Guarantee the application of human resources policy for all staff  Draft the employment contracts for new staff and forward them to the Administrator & finance Coordinator for revision.   Carry out the administrative formalities related to the recruitment and the end or the termination of national staff’s contract. Mission 3: ASSURE THE MANAGEMENT OF FINANCIAL RESOURCES  Maintain financial files and records  Prepare forecast of expenditures and monthly financial statements in consultation with colleagues  Use financial and statistical tools and reports using spreadsheets  Implement purchases following the purchase order system and adequate logistics procedures  Verify and prepare receipts for payments  Ensure transactions are properly recorded and entered into the finance spreadsheet using Navision system and SAP system  Establish and maintain cash management and controls  Set up and administer employee files and records  Follow up budget expenditures and supports regular reconciliation between expenditure committed and the budget forecast  Update the budgets in line with any evolution in the activities and forward them to the concerned manager, accompanied by any necessary comments or explanations  Open and close bank accounts in agreement with the program manager and by delegation from himself (choice of the type of account, the currency), and be responsible for managing them (monitoring movements, reconciliation of balances, organisation of signing powers).  Be responsible for the management of the safes and strong boxes (available amount, balance checks, security instructions: protection of the premises, “security envelopes”, etc.).  Ensure the procedures for the commitment of expenditure at all stages and for all staff concerned (visa of authorised staff member, commitment ceiling, methods and terms of payment) are conform to the organisation procedures.  Be responsible for producing the accounts documents.  Ensure the preparation and the filing of vouchers, their accounts allocation and the recording of entries are well carry out by the budget manager. Mission 4: PROJECT ADMINISTRATIVE TASKS  Establish and maintain financial and administrative system for projects  Assist Project Manager in all administrative tasks related to the projects implementation  Liaise with partners for projects related financial data and required documents Work environment  Working language is English.  Working station is Beirut with one visit per month to Akkar for closing cashboxes  Education and knowledge required  University degree in relevant field  Minimum 3 years experience working with international NGOs  Management: accounts, financial, HR, organization  Computers: office pack, accounting software  Languages: French, English and Arabic Skills required   Administration   Finance   Organization   Proactive skills   Inter-relational skills   Motivation   Versatility   Adaptability   Pedagogy   Initiative